Who We Are
RoadVault is a trucking business management platform built for independent owner-operators. We're operated by Polsia, Inc. ("we," "us," or "our"). This policy explains how we collect, use, and protect your information when you use RoadVault at roadvault.polsia.app.
If you have questions, email us at roadvault@polsia.app.
Information We Collect
- Account information — Email address and password (hashed with bcrypt, never stored in plaintext)
- Business information — Company name, business type, EIN (encrypted with AES-256 at rest)
- Usage data — Pages visited, features used, load entries, checklist progress, tax entries
- Technical data — IP address (hashed anonymously for analytics), browser type, device type, referring URL
- Subscription data — Payment method and billing details are handled by Stripe and never stored on our servers
How We Use Your Information
- To provide and maintain the RoadVault platform and your account
- To personalize your experience (dashboard, checklist progress, load history)
- To send product updates, trial reminders, and account notifications (you can unsubscribe at any time)
- To analyze aggregate usage patterns and improve the product
- To process subscription payments via Stripe
- To comply with legal obligations
What We Do NOT Do
- We do not sell your personal data to any third party, ever
- We do not share your data with advertisers or data brokers
- We do not store raw IP addresses — analytics use hashed/anonymized visitor IDs (GDPR-safe)
- We do not use cross-site tracking beyond standard session cookies for authentication
Data Storage & Security
Your data is stored in a PostgreSQL database hosted on Neon (US-based, SOC 2 certified). All connections are encrypted in transit via TLS. Sensitive fields like EIN are encrypted at rest using AES-256-GCM.
Passwords are hashed using bcrypt with a cost factor of 12. We never store plaintext passwords.
We use JWT tokens for session authentication. Tokens are stored in your browser's localStorage and expire after 30 days of inactivity.
Third-Party Services
- Stripe — Payment processing. Your card details go directly to Stripe; we never see them. Stripe Privacy Policy
- Google Fonts — Font delivery. Google may receive your IP when fonts load. Google Privacy Policy
- Meta Pixel — We use Facebook/Meta Pixel for conversion tracking on the marketing landing page. This is subject to Meta's Privacy Policy. Authenticated app pages do not use the Meta Pixel.
- Render / Neon — Infrastructure providers for hosting and database. Your data is stored in the United States.
Cookies & Tracking
We use one session cookie for authentication (required for the app to function). We do not use advertising cookies or cross-site tracking cookies.
Our analytics system uses anonymized session fingerprinting (hashed IP + user agent) — no raw IP addresses are stored. This approach is designed to comply with GDPR without requiring a cookie consent banner.
Your Rights (GDPR & CCPA)
Depending on your location, you may have the right to:
- Access — Request a copy of all data we hold about you
- Correction — Update inaccurate personal information
- Deletion — Request deletion of your account and all associated data ("right to be forgotten")
- Portability — Receive your data in a machine-readable format
- Opt-out — Unsubscribe from marketing emails at any time (link in every email)
To exercise any of these rights, email roadvault@polsia.app with "Data Request" in the subject line. We respond within 30 days.
Data Retention
We retain your account data for as long as your account is active. If you cancel, your data is retained for 90 days (so you can reactivate), then deleted. Anonymized aggregate analytics data (no personal identifiers) may be retained indefinitely.
Children's Privacy
RoadVault is a business tool for adults. We do not knowingly collect data from anyone under 18. If you believe a minor has created an account, contact us and we will delete it promptly.
Changes to This Policy
We'll notify registered users by email if we make material changes to this policy. The "Last updated" date at the top of this page reflects the most recent revision.